Paperless Overnight is the most efficient method available for gathering source documents in a virtual office. After many years of researching everything available and not finding what we needed, KC Truby finally designed his own system that would accomplish every goal we have for an efficient process. Paperless Overnight is not only a document management system; it is complete work flow software.
Bottom Up Delegation Concept
The Paperless Overnight System is designed around the "bottom up" work flow delegation concept. Work comes in at the lowest denominator, is named and assigned to a staff member, then works its way up the chain if the employee does not know how to complete the work. Once the task is elevated, the upper level staff member completes the task, BUT, as he/she is doing so, records everything taking place on the desktop, while talking through an explanation of how and why the task is completed in this manner. The recording is saved, attached to that type of task, and next time the question arises, the employee with the question will simply pull up the help file and get their questions answered.
Bottom up delegation will free up considerable time for every person in the firm and allow them to focus on higher value work. This will result in a more rewarding and profitable work experience for all, whether it is your outsourced bookkeeping staff, marketing department, sales, etc.
Why should I embrace this idea?
There is no software or hardware to buy, no servers to lease or maintain, no consultants to hire, no training to pay for and no more lost papers. Most systems of this type cost upwards of $10,000 dollars just to get started. You can now go completely paperless for only .15 per page, that’s it, and have a work flow system that is far more efficient and less costly than anything on the market. (For the average business client, the service costs around $20.00 to $30.00 per month, PERIOD.) Once you have seen a demo, you will undoubtedly be interested in embracing the concept of running a far more efficient business, with the flexibility of working from anywhere on the planet with an Internet connection.
How does it work?
As each document is faxed or emailed to the site, as we will detail for you, it is opened individually by an employee of Paperless Overnight, named, dated, and assigned to the staff member in your firm that handles that client, that type of task, etc. (YOU establish how work is delegated) The document is the task and all notes, who worked on it, any questions asked, etc. follow the document forever. A date stamp is recorded each time the document is opened and by which employee.
Communication is another key feature built into Paperless Overnight. For example, if we have a question for you about a document you have sent, we simply open the document, type the question in the comments box attached to it, and select your name from the drop down box. It is automatically assigned to you and you receive an email that we have a question for you. The email contains a link to the document, which is accompanied with a dialogue box containing the question. You handle questions to us in the same way, and we are not stuck playing phone tag. You can use this system for every department in your business, not just the bookkeeping department.
Whether your firm uses home/virtual workers or not, you can see exactly what is assigned to each staff member at all times, where they are in the process of completing that task, etc. Several of our clients have reported staff members walking out in the middle of tax season, before corporate deadlines, etc. and their fellow staff members did not miss a beat, trying to figure out what that person left "hanging".
The system is based on the same type of search engine as Google, so any document can be retrieved in seconds, much faster than walking to a file cabinet. Also, it is a simple and inexpensive way to GO GREEN!
What kind of learning curve will I have?
The best part of what KC has designed is the training on how to use the system. We have posted short video clips on each aspect of using Paperless Overnight, so you do not have to spend time training new fellow employees or clients on how to use it. KC verbally explains the “how to and why’s” of the process, as you are watching the video of how to complete each task. SO, no matter what your learning style, all the bases are covered.
No comments:
Post a Comment